A warning letter for absence without information is a document written by an employer, in which he warns an employee who was absent from work without informing anyone. Sometimes, employees show unprofessional and irresponsible behavior, which affects the organization in one way or the other. This warning letter is, usually, the first step towards rectification of such behavior. It is a formal notification to an employee by an organization that the employee needs to improve his behavior.
An employee may experience an emergency and may not be able to appear for work. Usually, the organization understands this, but it demands a responsible behavior on part of an employee. It expects an employee to at least inform whenever such a situation occurs so that timely action can be taken and the organization does not have to suffer.
The warning letter needs to be comprehensive, professional and to the point. Generally, the details included in it are:
- Date.
- Details of the employer.
- Details of the employee.
- Incidence of absence without information, including the dates.
- Effects on the organization.
- Warning.
- Future consequences, if the behavior is repeated.
- Seek a written explanation.
- Show confidence in the employee for improvement.
- Salutation and signature.
This warning letter is kept in the employee file and can be used for making decisions in the future. It also affects an employee’s reputation and image in the organization. If there were dire effects of the employee’s absence without information on the company, it might directly terminate the employee without even giving a warning.
Sample Letter
Date
Name
Address
Dear Mr. James,
I am writing this letter to send you a warning against your unprofessional behavior of remaining absent for three days, without information or notification, from 23rd July 2019 till 25th July 2019.
The XYZ project was at the ending stage and had to be delivered at the end of July 2019. The whole team was focused on that project and was dedicating all the energies to it. You were well aware of the situation and the extent your manager needed you as an assistant at that time. Still, you disappeared for three days and did not even inform or take calls of anyone in the office. Even if there was some family emergency, you could have sent an email to your manager, but you did not.
Because of you, the project got delayed for two days, as some of the information was lying with you. This type of behavior is intolerable. You need to become responsible for your responsibilities if you want to continue working here. Else, we would be forced to terminate you.
We are issuing you a warning letter for now and hope no repetition of such behavior would occur. You also have to provide a written explanation of your absence without information to the HR department till 6th July 2019.
We hope to see a change. Contact at (contact) if you need any information.
Regards,
Sarah Wilson.
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